Managing Tee Times

This guide covers the essential tasks for managing your tee sheet effectively.

Viewing Your Tee Sheet

Day View

The day view shows detailed tee times for a specific date:

1. Navigate to the Tee Sheet page from the main navigation
2. Select the date you want to view using the date picker
3. Use the course filter to view specific courses (only shown for clubs with multiple courses)
4. Click the left/right arrows to navigate between days

Month View

The month view provides a bird’s-eye view of your entire schedule:

1. Click the Month toggle in the top right of the tee sheet
2. Use the mouse wheel to scroll between months
3. Click on the month name to select a specific month from the calendar
4. Each date shows:
   • Booked/Total slots (e.g., “45/60 booked”)
   • Locked slots if tee times haven’t been unlocked yet
   • Visual indicators for availability
5. Click on any date to view details or create tee times for that day

Progressive Disclosure

The course filter only appears when you have multiple courses configured. This keeps the interface clean for single-course clubs.

Multi-Course Support

If your club operates multiple courses, ClubPapel provides tools to manage them efficiently:

Course Headers

• Each course displays as a separate column in day view
• Course names appear at the top of each column
• Course-specific tee times are color-coded

Course Filtering

1. Click the course filter button (map pin icon) in the filter bar
2. Select “All Courses” to view all courses side-by-side
3. Select a specific course to focus on just that course
4. The filter remembers your selection as you navigate

Per-Course Configuration

• Each course can have different:
  • Operating hours (start/end times)
  • Tee time intervals (6, 8, 10, or 12 minutes)
  • Pricing structures
  • Included amenities (golf carts, range balls, etc.)

Tee Time Amenities

Each tee time automatically displays amenities that help players understand what’s included and available:

Standard Amenities (Always Shown)

Every tee time displays:

• Holes: Shows “18 Holes” or “9 Holes” based on the booking
• Golfers: Shows the capacity, e.g., “1 - 4 golfers”

Course-Specific Included Amenities

Amenities configured per course that are included with the tee time:

• Golf Cart: If included in the base price
• Range Balls: If complimentary range balls are included

Configuring Amenities

Included amenities are set per course in your course configuration. For example:

• Championship courses might include only golf carts
• Executive courses might include both golf carts and range balls
• Walking-friendly courses might not include carts by default

How Amenities Work

1. When creating tee times (manually or in bulk), amenities are automatically assigned based on the course configuration
2. Players see these amenities when browsing available tee times on the booking page
3. Amenities not included as standard can be offered as optional add-ons during checkout
4. Each course can have its own amenity package to match its positioning and pricing

Future Enhancement

Optional amenities (add-ons that customers can choose during booking) will be configurable per course and can include items like premium carts, club rentals, or additional range balls.

Creating Tee Times

Single Tee Time Creation

To create a single tee time:

1. Click on any empty time slot in the tee sheet
2. The Create Tee Time dialog opens with:
   • Course name (automatically set based on the slot)
   • Time range (start and end time)
   • Players: Select capacity (1-4 players)
   • Holes: Choose 18 holes, Front 9, or Back 9
3. Click Create Tee Time

Batch Creation

To create multiple tee times at once:

1. Click on any empty time slot in the tee sheet
2. Click the Layers icon below the course name to toggle batch mode
3. The dialog updates to show:
   • Time Range: Adjust start and end times (defaults to slot time + 8 hours)
   • Interval: Set spacing between tee times (default: 12 minutes)
   • Players: Select default capacity per slot
   • Holes: Choose holes for all tee times in the batch
4. The button shows the count: Create Batch (15) based on your settings
5. Click Create Batch to generate all tee times

Dynamic Count

The button dynamically updates to show how many tee times will be created based on your time range and interval. For example, an 8-hour range with 12-minute intervals creates 41 tee times.

Tournament Creation

To create a tournament:

1. Click on any empty time slot in the tee sheet
2. Click the Trophy icon (gold colored) below the course name to toggle tournament mode
3. The dialog updates to show:
   • Tournament Name: Enter a name for your tournament
   • Time Range: Set start and end times for tournament slots
   • Interval: Set spacing between tee times
   • Players: Set capacity per slot
   • Holes: Choose holes for the tournament
4. The button shows: Create Tournament (20) with the count
5. Click Create Tournament

Batch vs Tournament

• Batch mode: Creates regular bookable tee times
• Tournament mode: Creates a grouped tournament with a name
• Both modes are mutually exclusive - you can select one or neither (single tee time)

Locked Mode

Batch-created tee times are locked by default. Players cannot book locked tee times until you unlock them.

Unlocking Tee Times

When you create tee times in a batch:

1. Locked tee times appear with a gray background and lock icon
2. Click on any locked tee time to see batch actions
3. The Batch Actions Bar appears at the bottom showing:
   • Number of tee times in the batch
   • Date range covered
   • Courses included
4. Click Unlock All to make all tee times in the batch bookable
5. Click Delete All to remove the entire batch

Review Before Unlocking

Use locked mode to review tee times before making them available to members. This is especially useful for:

• New seasonal schedules
• Special event configurations
• Testing different interval settings

Booking Players into Tee Times

To book players into an existing available tee time:

1. Click on an available tee time slot (must be unlocked)
2. Select the player type (Member, Guest, etc.)
3. Enter player details
4. Add any special notes or requests
5. Configure amenities and add-ons if needed
6. Click Confirm Booking

Available vs Locked

You can only book players into unlocked tee times. Locked tee times must be unlocked first before they become bookable.

Modifying Existing Bookings

To edit a tee time:

1. Click on the existing booking
2. Select Edit Booking
3. Make your changes (time, players, notes)
4. Click Save Changes

Canceling Bookings

To cancel a tee time:

1. Click on the booking
2. Select Cancel Booking
3. Choose a cancellation reason
4. Confirm the cancellation

An automated email will be sent to the player confirming the cancellation.

Blocking Time Slots

To block times for maintenance or events:

1. Click on the time slot you want to block
2. Select Maintenance as the event type
3. Add a description (e.g., “Course Maintenance”, “Tournament Setup”)
4. Set the duration
5. Click Create Block

Maintenance blocks appear with a distinct visual style and prevent bookings during that time.

Managing Waitlists

When slots are full, players can join a waitlist for today’s play. The waitlist helps you fill last-minute cancellations and no-shows efficiently.

Quick Waitlist Actions

Adding to Waitlist:

1. Click Add to Waitlist in the waitlist panel
2. Enter customer name, party size, and phone number
3. Add any special notes
4. Click Add to Waitlist

Booking from Waitlist:

1. Click on a tee time with available spots
2. Click the 📋 Waitlist button
3. Select a waitlist entry (grayed out if party too large)
4. Fill in all player names
5. Click Add Players
6. Collect payment and configure amenities

Viewing History:

• Click the history icon (📋) next to “Waitlist” to see today’s activity
• All additions, updates, and removals are logged with timestamps

Quick Access

The waitlist panel is always visible on the right side of your tee sheet for easy access.

For detailed information about waitlist features, see the Waitlist Management Guide.

Best Practices

Daily Operations

• Check-in players as they arrive to maintain accurate records
• Review the waitlist regularly throughout the day
• Monitor no-shows and follow up appropriately

Schedule Management

• Use month view to plan weeks or months in advance
• Use batch mode (Layers icon) to create multiple tee times efficiently
• Use tournament mode (Trophy icon) to set up grouped tournament slots
• Watch the count on the create button to verify how many slots you’re creating
• Review drafts before publishing to catch configuration errors
• Use course filters to focus on specific courses when needed

Communication

• Use notes to track special requests or cart preferences
• Update players promptly about any schedule changes
• Keep waitlist updated by removing entries as they’re resolved

Multi-Course Tips

• Stagger creation - Create tee times for different courses at different times to manage demand
• Monitor utilization - Use month view to compare booking rates across courses
• Cross-promote - Suggest alternative courses when one is full

Related Guides

• Waitlist Management
• Setting up booking rules
• Configuring pricing
• Managing events